I’ve said it before, and I’ll probably say it again, but report writing is a task that seems to intimidate many people. People who seem confident around the office and have a great command of English suddenly start to dither when asked to write a report. And one of the things that they find most problematic is ensuring that their report is relevant.
So, here are a few tips to make it easier.
First, how do you pinpoint exactly what is required? Many people ask for reports but don’t make it clear what aspect of a topic they want you to cover. If, for example, you were asked for a report on leasing company cars, would you be expected to simply collect facts or would the real intention be for you to collect facts and then show whether this would be more advantageous to your company than actually buying cars? Your employer would be at fault for not giving clear instruction but you would also be to blame for not asking what was required.
So, rather than waste time by writing a totally irrelevant report, go back and ask question until you are sure of what is required. You’ll then get it right first time.
Next, the use of a good title is helpful in making sure your report is relevant. Consider carefully what your report is about, devise a satisfactory title and then keep checking back to ensure that the facts you are including and your general approach still fits in with it.
Finally, good planning is essential. Gather your information, decide what is relevant and leave out the rest. Don’t be tempted to include material simply because it is available! For example, if you collect statistics, can you interpret them so that they make your findings clearer? If you can, include them. If you can’t, leave them out.
When you’re planning your material, always organise it into three categories: essential; useful for making facts clearer and backing up recommendations; interesting but not essential. In most cases, only use the first two categories. Never be tempted to waffle to bulk out your report or to try to make it sound more impressive. Remember, it doesn’t need to be short, but it does need to be concise.
OK, enough on report writing. It’s that time of year when most people’s thoughts turn to taking a break from office routine. I’ll be posting next Wednesday, as usual, but our offices will be closed from 23 December until 4th January and I’d like to take this opportunity of wishing you all the best for the festive season.
Author: Diana Nadin
